Astraa Events Calendar docs

Astraa Events Calendar adds an Events page to your Shopify admin where you manage your events, an Events calendar block you can drop into any page of your theme, and an Event details block for ticket product pages. Each event can have a ticket product with a price and a capacity, so customers buy tickets through your normal checkout and Shopify keeps count of what's left.

Events are stored in your own store as Shopify data, not on our servers, so they stay with your shop.

You set up two things, and it helps to keep them apart:

• The event is what's happening. Its title, dates, location, image and capacity. This is what shows on your storefront calendar.
• The ticket is what customers buy. A regular Shopify product with a price and a set number of spots. Each sale adds an attendee to the event, and when the spots run out it's sold out.

An event can be listed without a ticket, which is handy for things people just turn up to. Add a ticket when you're ready to take bookings. Here's how common setups look:

The app's home page has a Getting started checklist that walks you through these steps and ticks each one off as you go.

1. 1Install the app on your Shopify store and approve the requested permissions.
2. 2Open Apps → Astraa Events Calendar in your Shopify admin and click Create event.
3. 3Open the event and add a ticket in its Ticket section (see Selling tickets).
4. 4Add the Events calendar block to your theme so customers can see your events (see Showing events on your store).
5. 5Add the Event details block to your product template so each ticket page shows its event's date, time and location (see Event pages).

Click Create event on the app's home page or the Events page, then fill in the form:

• Event title (required): what customers see on the calendar.
• Description: a few lines about what to expect.
• Image: shown on the storefront calendar and added to the ticket product. JPG, PNG, GIF or WebP, up to 20 MB.
• Location / venue: include the street address so the storefront map link finds the right place. If you run events in more than one place, save them on the Venues page and pick one here instead of typing it.
• Start date and time, and an end time. Times are in 30-minute steps.
• Capacity: how many people can attend. It becomes the number of tickets when you add a ticket.
• Status: Published, Unlisted, Draft or Archived. Only published events show on your storefront calendar. An unlisted event is kept off the calendar, but anyone with its ticket link can book, which suits a private party.

Ends on the same day is ticked by default, so you only pick an end time. Untick it for events that run past midnight or over several days, and an End date field appears.

Times use your store's time zone, which the form names for you. For an event held somewhere else, tick Use a different time zone and pick its zone; the storefront shows that event's times in its own zone.

The form checks your dates as you type. If the end is before the start, the end time is flagged right away. If the event already ended, a warning tells you it will be listed under Past events rather than Upcoming.

Who it's for

• Category: a group like Kids, Adults or Ceramics. The storefront calendar can let customers filter by it, or show only one category on a page. Spell it the same way on every event in the group.
• Ages: shown as you write it, for example 18+ or Ages 7 and up.
• Drop-in: tick it when guests can arrive any time between the start and end. The storefront shows “Drop in 10:00 AM – 1:00 PM” instead of a start time.

Booking rules

• Stop selling (hours before start): tickets stop selling that long before the event. 48 closes bookings two days before. The ticket page says bookings have closed and its buy buttons stop working.
• Minimum to run: the fewest tickets the event needs. The event page and the app's home page show how many more it needs, so you can decide in time whether to go ahead.
• Booking terms or waiver: a refund policy, age limit or liability waiver, shown on the ticket page. With the Attendee names block, buyers tick a box to agree, and the order shows “Agreed to terms: Yes”.

Several times a day

Running time slots, or a matinee and an evening session? On a new event, click Add a start time in the Repeat part of the form. Each time becomes its own event with its own spots and tickets, lasting as long as the first. It works with Repeat too, so you can set up two slots every Saturday for six weeks in one go.

The app's home page shows your upcoming events as cards with each event's image, date, location and how many spots are left, plus an At a glance panel counting upcoming events, drafts, tickets on sale and spots left.

The Events page lists every event in tabs: Upcoming, Past, Drafts and Archived. Each row shows the event's status and its ticket's state: No ticket, On sale, Not on sale or Archived. Click an event to edit it.

To run the same class again, open the event and click Duplicate. The form opens with everything copied except the dates, which you pick. The image comes along, and so does the ticket price if the ticket has one price, so the copy goes on sale when you save it. A ticket with several ticket types is set up on the new event's page.

Deleting an event archives its ticket product instead of deleting it, so orders already placed keep their product. If you're cancelling it, email your ticket holders first.

Each event can have one ticket product. Open the event, and in its Ticket section enter a ticket price and the number of tickets (it starts at the event's capacity), then click Create ticket product.

The app creates a regular Shopify product for you:

• It's named after the event, for example “Pasta Workshop Ticket”.
• Inventory is tracked and set to the number of tickets, so it can't oversell.
• It doesn't require shipping.
• It isn't published yet, so you can add photos or edit the description before anyone can buy it.

When you're ready to sell, click Publish to Online Store in the same section. Once it's on sale, the section shows how many tickets are left and a View on store button.

Using a product you already sell

If you already sell a class as a product, you don't need a new one. In the event's Ticket section, click Choose a product and pick it. It becomes the event's ticket as it is: same page, price, options and past orders. If the event has no capacity yet, it takes the product's stock. Turn on inventory tracking for the product so tickets left and the waitlist work.

To bring in many at once, click Import products on the Events page and pick up to 50 products. Each becomes a draft event with the product's title, description, image and stock, linked to that product. Open each draft under the Drafts tab, add its dates and location, and set it to Published. Products that are already an event's ticket are skipped.

Picked the wrong product? Click Unlink product in the Ticket section. The product stays in your store, still on sale; it just stops being this event's ticket.

The ticket keeps up with the event when you save changes:

• Changing the capacity moves the tickets available by the same amount. Raise capacity from 20 to 25 and five more tickets go on sale.
• Renaming the event or changing its description updates the ticket too, unless you've rewritten them in Shopify yourself.
• A new event image is added to the ticket's photos.
• Archiving the event archives the ticket, so it can't be bought.

Early bird price

To reward early bookings, open the event and use the Early bird price section under the ticket. Choose a percentage off or an amount off each ticket, and the last day it applies. It ends at 11:59 PM that day, or when the event starts if that's sooner.

The app sets this up as a Shopify automatic discount on the ticket, so Shopify takes it off in the cart and checkout and stops it on time. Your ticket price doesn't change. The calendar and the ticket page show the offer, for example “Early bird: 20% off until Nov 14”. Click End it now to stop it early. The discount also appears under Discounts in your Shopify admin.

Every ticket order gets a QR code to show at the door. See Checking people in.

1. 1On the app's home page, click Add the calendar to your storefront. It opens the theme editor with the Events calendar block ready to place. You can also add it yourself from Online Store → Themes → Customize → Add block → Apps.
2. 2Place it on any page or section, then save your theme.

The block shows published, upcoming events in date order. Past events drop off automatically. You can adjust:

• Heading: defaults to “Upcoming events”.
• Layout: a List, or a Calendar grid of whole months.
• Maximum events to show (list): 1 to 20, default 5.
• Months to show and Week starts on (calendar grid): up to 6 months, starting with the current one.
• Date style and Clock: month first (Nov 10, 2026) or day first (10 Nov 2026), and a 12-hour (6:30 pm) or 24-hour (18:30) clock. Stores in the UK, Canada, Europe and Australia usually want day first.
• Let customers filter by category and Let customers filter by venue: show a picker above the events when upcoming events have two or more categories or saved venues. Both are on by default.
• Only show events in this category and Only show events at this venue: for a page per category, like a Kids page, or per location. Type the name as written in the app.
• Show location, with an optional map link to Google Maps or Apple Maps that opens the map or directions.
• Show event image and Show description.
• Show tickets left: shows the remaining count for each event's ticket. Off by default.
• Add event details for search engines: adds schema.org event data so search engines can show your events as rich results. On by default.
• Empty state message: what to show when nothing is scheduled.

A Get tickets button appears for any event whose ticket product is published.

Each event's page on your store is its ticket product page. It's where the Get tickets button on the calendar leads, and where customers buy.

To show the event's date and time, location with a map link, and tickets left on that page, add the Event details app block to your product template once:

1. 1In Shopify admin, go to Online Store → Themes and click Customize.
2. 2From the page menu at the top, choose Products → Default product.
3. 3In the product information section, click Add block → Apps → Event details. Drag it under the price.
4. 4Click Save.

The block only shows on ticket products, so it stays hidden on the rest of your catalog. If some products use a different product template, add the block to that template too.

In the block's settings you can turn off the location or its map link, and choose Google Maps or Apple Maps. Show tickets left is on by default here, and shows “Sold out” once tickets run out. Set Date style and Clock to match the calendar block.

The block also shows the event's ages, drop-in and any running early bird offer, and its booking terms. Once bookings close, it says so and turns off the theme's buy buttons.

Until the event is over, the block also shows Add to calendar links: one for Google Calendar, and one for Apple Calendar and Outlook that downloads a calendar file with every date of a course. Turn them off with Show Add to calendar links.

When an event sells out, the block shows a Join the waitlist form where customers leave their email, and optionally their name and how many spots they want. In the app, open the event and click Waitlist to see who's waiting in the order they joined. Each person gets an email confirming they joined. When you refund a ticket with restock or add capacity, the app emails the people waiting a link to the ticket, in your store's name, with replies going to your store's contact email. Under Automatic emails on the Waitlist page, choose whether everyone waiting is emailed, only as many people as there are new spots in the order they joined, or nobody, in which case Email waitlist opens a draft in your own mail app. Each store can send up to 2,000 emails a month, counting waitlist emails, reminders and messages to ticket holders. To protect customers' privacy, an event's waitlist is deleted automatically 30 days after the event ends, so export it first if you want to keep it. Turn the form off with Show waitlist when sold out in the block's settings.

Customers can ask you for a private party, team outing or group booking straight from your store.

1. 1In the app, open Private event requests and click Add the request form to your store. It opens the theme editor with the Private event request block, which you can place on a page such as “Private parties”.
2. 2Customers enter their name and email, and can add the date they want, group size, occasion and a message. Each request shows up in the app and is emailed to your store's contact email.
3. 3Click Book as event on a request. The app makes an unlisted event for that date, kept off your calendar but bookable by its link. Put its tickets on sale and send the link to the organizer to share with their guests.

Requests are deleted 180 days after they're sent, or after the date asked for if that's later.

The app can email everyone who bought a ticket, in your store's name, with replies going to your store's contact email.

When plans change

1. 1Open the event and click Attendees, then Email ticket holders. After you save a new date, time or place, the event page offers the same button.
2. 2Choose what it's about: The date, time or place changed, The event is cancelled, or Something else. Each starts with a short message you can edit. A change email lists the event's current date, time and place above your message.
3. 3Click Send email. The page tells you how many people were emailed. Someone with several orders gets one email.

Cancelling doesn't refund anyone by itself. Refund each order in Orders in your Shopify admin.

Reminders

On any event's Attendees page, tick Email ticket holders a reminder the day before. From then on, everyone with a ticket for a published event gets a reminder about a day before it starts, with the date, time, place and a link to the event. For a course, they get one before each date. The setting covers all your events, and is off until you turn it on.

These emails count toward your store's 2,000 emails a month, together with waitlist emails.

Attendee names in the order confirmation

Attendee names, the event's date and location, and “Agreed to terms” are saved on each ticket in the order, and show in the cart, checkout, the order and the app's Attendees page. Shopify's standard order confirmation email doesn't print them. To add them:

1. 1In your Shopify admin, go to Settings > Notifications > Order confirmation and click Edit code.
2. 2Find {% for line in subtotal_line_items %} and, a few lines below it, the product title. Paste this just after the title:

   {% for p in line.properties %}
     {% assign first_char = p.first | slice: 0 %}
     {% unless p.last == blank or first_char == '_' %}
       <span class="order-list__item-variant">{{ p.first }}: {{ p.last }}</span><br>
     {% endunless %}
   {% endfor %}

3. 3Click Save, then Send test email to check it.

Every ticket order comes with a QR code. At the door, scan it from the app to check people in and see who's arrived. One code covers every ticket on the order.

Give buyers their QR code

Add the Event ticket QR code block to your checkout pages once:

1. 1In the app, open any event with a ticket and click Check-in.
2. 2Under Where buyers find their QR code, click Add to order confirmation page. The checkout editor opens. Add the Event ticket QR code block and click Save.
3. 3Do the same with Add to order status page.

Buyers then see their code, the tickets it covers and their confirmation number right after checkout. They can open it again from the View your order link in their confirmation email. The block only appears on orders with tickets, and says the tickets can't be used if the order was cancelled.

At the door

Open the event in the app and click Check-in. You can check people in three ways:

• Scan ticket uses your camera in the Shopify app on a phone or tablet.
• A USB barcode scanner plugged into a computer types the code into the page for you.
• Type the order number, such as #1001, for anyone who can't find their code.

Each scan gives you an answer straight away:

• Checked in: the buyer's name, how many people to let in and the names entered for each ticket. Tap Undo if you scanned the wrong code.
• Already checked in: with the time, so the same code can't be used twice.
• Not checked in: with the reason. That might be a cancelled order, refunded tickets, a ticket for a different event, or a code that doesn't match its order.

The page keeps a running count, such as “18 of 24 tickets checked in”. The event's Attendees page also shows who has checked in, with a Check in button on each row.

Codes can't be faked from an order number: each one includes the order's confirmation number, which only the buyer sees.

Courses

When one ticket covers several dates, each date is checked in separately. The Check-in page opens on the date happening now, or the next one, and you can pick another date under Course date.

Something else? Email support@astraa.dev.